Our commitments to you
We are registered with the Fundraising Regulator and commit to following good practice in all of our fundraising activities. You can find out about our commitment to our supporters by reading Our Fundraising Promise (below). If you have any concerns about how we have carried out our fundraising please do let us know so that we can resolve the issue. Details of how you can go about this are found in our Fundraising Complaints Procedure (below).
We are also committed to protecting your personal data in line with current legislation. This is detailed within our Data Privacy Notice (below).
DATA PRIVACY NOTICE – The Mustard Tree Foundation (Reading)
The Mustard Tree Foundation (Reading) is committed to to protecting our supporters, staff, volunteers and any other party from whom we collect personal data. This Privacy Notice explains what to expect when The Mustard Tree Foundation (Reading) collects and uses your personal information.
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data.Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
The Mustard Tree Foundation (MTF) is a data controller (contact details below).This means we decide how your personal data is processed and for what purposes.
3. How do we process your personal data?
MTF complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: -
- To enable us to provide our voluntary services for the benefit of the public as specified in our M&AA;
- To administer supporter, donor and service user records;
- To fundraise and promote the interests of the charity;
- To manage our employees, contractors and volunteers;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events and activities.
4. What is the legal basis for processing your personal data?
- Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your donations.
- Processing is necessary for carrying out our obligations under employment, social security or social protection law, or a collective agreement.
- Processing is necessary for legitimate interests in running and promoting the charity.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of MTF for purposes connected with the charity. We will only share your data with third parties outside of the charity with your consent, if legally required to do so or if it’s necessary for legitimate interests in running and promoting the charity.
6. How long do we keep your personal data?
We will contact you to renew your consent to keep your records every two years. We will remove your records if you do not renew your consent, or if you choose to remove your consent prior to this, unless there is a legal requirement to hold them.
Specifically, we retain employment data, volunteer data, client data, donation records, gift aid declarations and associated paperwork in-line with current legislation or recommended “best practise”. Please see MTF Data Retention Schedule for further information.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
- The right to request a copy of your personal data which MTF holds about you;
- The right to request that the MTF corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for MTF to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability);
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data;
- The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact MTF’s Data Protection Lead at firstname.lastname@example.org or at The Mustard Tree Foundation (Reading), 1st Floor, 90 London Street, Reading, RG1 4SJ.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
OUR FUNDRAISING PROMISE
This promise outlines the commitment made to donors and the public by The Mustard Tree Foundation (Reading) as part of our registration with the Fundraising Regulator.
Those who register with the regulator agree to ensure their fundraising is legal, open, honest and respectful. The standards for fundraising are set out in the Code of Fundraising Practice.
WE WILL COMMIT TO HIGH STANDARDS
- We will adhere to the Code of Fundraising Practice.
- We will monitor fundraisers, volunteers and third parties (where relevant) working with us to raise funds, to ensure that they comply with the Code of Fundraising Practice and with this Promise.
- We will comply with the law as it applies to charities and fundraising.
- We will display the Fundraising Regulator badge on our fundraising material to show we are committed to good practice.
WE WILL BE CLEAR, HONEST & OPEN
- We will tell the truth and we will not exaggerate.
- We will do what we say we are going to do with donations we receive.
- We will be clear about who we are and what we do.
- We will give a clear explanation of how you can make a gift and change a regular donation.
- Where we ask a third party to fundraise on our behalf, we will make this relationship and the financial arrangement transparent.
- We will be able to explain our fundraising costs and show how they are in the best interests of our cause if challenged.
- We will ensure our complaints process is clear and easily accessible.
- We will provide clear and evidence based reasons for our decisions on complaints.
WE WILL BE RESPECTFUL
- We will respect your rights and privacy.
- We will not put undue pressure on you to make a gift. If you do not want to give or wish to cease giving, we will respect your decision.
- We will have a procedure for dealing with people in vulnerable circumstances and it will be available on request.
- Where the law requires, we will get your consent before we contact you to fundraise.
- If you tell us that you don’t want us to contact you in a particular way we will not do so. We will work with the Fundraising Preference Services to ensure that those who choose not to receive specific types of communication don’t have to.
WE WILL BE FAIR & REASONABLE
- We will treat donors and the public fairly, showing sensitivity and adapting our approach depending on your needs.
- We will take care not to use any images or words that intentionally cause distress or anxiety.
- We will take care not to cause nuisance or disruption to the public.
WE WILL BE ACCOUNTABLE & RESPONSIBLE
- We will manage our resources responsibly and consider the impact of our fundraising on our donors, supporters and the wider public.
- If you are unhappy with anything we’ve done whilst fundraising, you can contact us to make a complaint. We will listen to feedback and respond appropriately to compliments and criticism we receive.
- We will have a complaints procedure, a copy of which will be available on our website or available on request.
- Our complaints procedure will let you know how to contact the Fundraising Regulator in the event that you feel our response is unsatisfactory.
- We will monitor and record the number of complaints we receive each year and share this data with the Fundraising Regulator on request.
FUNDRAISING COMPLAINTS PROCEDURE
At The Mustard Tree Foundation (Reading), we value our donors and supporters and want to ensure that you feel respected, cared for and listened to. By registering with the Fundraising Regulator, we are demonstrating our commitment to ensure we carry out our fundraising in line with best practice.
We welcome feedback on our fundraising activities and take any complaints very seriously. If you feel that you need to make a complaint about the way we have carried out any of our fundraising, you can email or write to us at the following addresses:
Write to: The Mustard Tree Foundation, 1st Floor, 90 London St, Reading, RG1 4SJ.
If we receive a complaint, we will take the following course of action:
- First Internal investigation
- Second Internal Investigation
- Chair of Trustees
- Fundraising Regulator
We will acknowledge your complaint in writing (via email or post) usually within 7 working days. We will try to resolve the complaint as quickly as possible. The complaint will be investigated by our Central Services Manager who will normally advise the complainant of the outcome of this investigation within 21 days.
If you are not satisfied with our response, we will refer the complaint to our CEO. A response will usually be sent to the complainant within 21 days.
If you are not satisfied, we will refer the complaint to our Chair of Trustees. The Chair will normally send a response to the complainant within 30 days of the referral.
If you feel the MTF team has not dealt with your complaint satisfactorily, you can contact the Fundraising Regulator via telephone (0300 999 3407) or via their Online Complaints Form:
The Fundraising Regulator Board will report its conclusion within 60 days. The Fundraising Regulator has the discretion to specify that no further action is appropriate or to prescribe a certain action in response to the complaint.